Admin Support Coordinator I

San Diego State University Research Foundation•San Diego, CA

19h•$23 - $25

About The Position

The Event Coordinator position will support the planning, coordination, and successful execution of the events at the Alumni Center, a dynamic, multi-space venue that hosts over 200 events annually. This position assists with scheduling, setup, client communication, and on-site logistics to ensure the successful execution of a wide range of events, including meetings, receptions, and university functions. Under general direction of the Association Director, this role requires strong organizational skills, attention to detail, and the ability to work both independently and as part of a team. The coordinator serves as a key point of contact for clients and vendors, ensuring all events meet quality standards and client expectations. This is a regular, full-time position (40 hours/week). Flexibility and willingness to work long and irregular hours and days, including evenings, weekends, and holidays as needed by event schedule.

Requirements

High school diploma or equivalent.
4-years of progressively responsible experience in an office or administrative environment.
Strong problem-solving abilities with sound judgment, particularly in time-sensitive or high-pressure situations.
Excellent interpersonal and communication skills; able to engage effectively with clients, vendors, colleagues, and university personnel at all levels.
Ability to handle multiple tasks simultaneously, set priorities, and meet deadlines with minimal supervision.
Intermediate skills in Microsoft Office, Google Workspace, and familiar with event planning or project management tools, and ability to learn and utilize new software programs.
Detail-oriented with strong time management skills, able to prioritize effectively in a fast-paced, ever-changing environment, make sound decisions, and consistently meet deadlines under pressure.
Eagerness to learn and grow skills and knowledge in support of team and departmental goals.
Must be self-motivated, self-starter and perform with minimal direction and supervision.
Ability to interpret and communicate policies and procedures.
Candidate must reside in California and live within a commutable distance from SDSU at time of hire.
Job offer is contingent upon satisfactory clearance based on background check results (including a criminal record check).

Nice To Haves

Experience in hospitality, customer service, or event-related environment preferred.
Experience in the coordination and planning of meetings, conferences, or special events preferred.
Experience with basic audiovisual equipment preferred.

Responsibilities

Independently coordinate logistical aspects of events, prioritize tasks, adjust timelines, and assist in resolving planning and operational challenges in alignment with Alumni Center and University procedures.
Respond to event-day issues in real-time using reasoning, judgment, and creativity to solve complex problems related to event coordination. Address issues that arise during events, ensuring that all events run smoothly and meet or exceed client expectations.
Serve as the primary point of contact for internal and external event clients, ensuring effective communication and satisfaction. Offer high-level support for clients and guests, proactively anticipate needs, resolve issues in real time, and conduct post-event follow-ups to gather feedback and improve future events.
Provide on-site support during events, ensuring logistics are in place, and client expectations are met or exceeded. Remain accountable for the overall success of each event, proactively managing issues, adapting in real-time, and delivering a seamless experience from setup through breakdown.
Coordinate and assist with the physical setup and teardown of events based on event diagrams. This includes arranging tables, chairs, staging, and equipment to meet event specifications. Requires regular physical labor such as lifting, carrying, and standing for extended periods. Ensure all setups are safe, functional, and aligned with event plans, and that breakdown is completed efficiently and with care for venue equipment.
Foster a collaborative environment by coordinating closely with team members, ensuring clear communication and seamless operations. Provide guidance to part-time staff or student assistants during setup and execution as needed.
Coordinate with vendors, such as catering, parking services, and custodial services to ensure all event logistics are executive in alignment with event requirements and to support a seamless experience.
Develop event layouts and diagrams to ensure optimal flow, functionality, and guest experience. Collaborate with clients and vendors to translate event concepts into practical setups that meet logistical and aesthetic requirements.
Set up and operate AV equipment. Troubleshoot technical issues during events and ensure client needs are met in coordination with available tech support.
Support special projects and collaborate on cross-functional event initiatives as needed to advance departmental goals.